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Bidding Documents for the Procurement of Testing Services of 17

Reference Number ________________

Dated:02-04-2019

(PROVINCIAL DISASTER MANAGEMENT AUTHORITY BALOCHISTAN)

BIDDING DOCUMENT FOR THE PROCUREMENT OF TESTING SERVICES

(TECHNICAL PROPOSAL)

TSE No. 155297E

NAME OF BIDDER: (To be filled-in by the Bidder)


LETTER OF INVITATION FOR BIDS:

Sealed Tenders are invited under the Balochistan Public Procurement Rules (BPPR) - 2014 by the Director General PDMA Balochistan from “Eligible Bidders”( as detailed below), dealing in provision of services to conduct written test of candidates against the posts of BPS-01 to BPS-17 in Provincial Disaster Management Authority Balochistan as per details contained here-under:

REQUIRED BIDDING INFORMATION TO BE FILLED BY THE PROCURING AGENCY -

NAME OF PROCUREMENT OFFICER / DDO MR. IMRAN KHAN ZARKOON

DESIGNATION OF PROCUREMENT OFFICER RELIEF COMMISSIONER/DIRECTOR GENERAL

POSTAL ADDRESS OF THE PROCURING AGENCY GRAIN SILOS SHEIKHMANDA AIRPORT ROAD QUETTA

PHONE NUMBER & FAX NUMBER 0819241118

E-MAIL ADDRESS & WEBSITE (IF AVAILABLE) WWW.PDMA.GOB.PK

METHOD OF PROCUREMENT SINGLE STAGE - TWO ENVELOPE BIDDING PROCEDURE

ISSUANCE OF BIDDING DOCUMENTS

From BPPRA Website www.bppra.gob.pk TSE No.__________

May also be obtained from office of the Procurement officer during office hours up-to one working day prior to

the opening of bids.

DEADLINE FOR SUBMISSION OF BIDS Date 22-04-2019 & Time 1:00 PM through courier or may be dropped in the Tender Box at the office of the

Procuring Agency

OPENING OF BIDS Date 22-04-2019 & Time 2:00 PM at the location of the Procuring Agency

BIDDING DOCUMENT FEE(IF REQUIRED BY THE PROCURING AGENCY)

AMOUNT:1000MANNER OF PAYMENT: GREEN CHALAN FAVORING THE

DIRECTOR GENERAL PDMA BALOCHISTAN IN ACCOUNT NO.3279-6, ALLIED BANK OF PAKISTAN KILLI GUL MUHAMMAD BRANCH,

AIRPORT ROAD QUETTA.

BID SECURITY AMOUNT:2 % OF THE BID VALUE

http://www.bppra.gob.pk/


MANNER OF PAYMENT: CALL DEPOSIT OR BANK GUARANTEE

PERFORMANCE SECURITY (IF REQUIRED BY THE PROCURING AGENCY)

10% OF THE TOTAL FEE COLLECTED

ELIGIBILITY CRITERIA FOR BIDDERS: (TO BE FILLED BY PROCURING AGENCY):

S.No. Bidders Eligibility Factor Mandatory Requirement Document Required

1 Registration with FBR NTN Certificate Copy of NTN Certificate

2 Registration with BRA Mandatory Attach Copy of BRAregistration Certificate

3 Registration with SECP Mandatory Attach Copy of RegistrationCertificate

4 Relevant Experience

Must have conducted written tests in a

transparent and quite professional manner during last five (05)

years for at least three (03) Provincial /

Federal organizations / departments yearly.

Attach copies of completion certificates for

accomplishment of assigned task / contract i.e. minimum

03 completion certificate/proof of

completed task for last five years.

5 Financial Capacity Annually PKR. 5.00 Million for the past 3 years

Audited Final Accounts OR Bank Certificate of

Company’s Bank Account certifying the required

financial worthiness of the Bidder

6 Audit Report and Company Profile Mandatory

Attach Copies of lastupdated Audit Report (Not

older than 2016-17) andcompany profile

7 Agreement with all the terms & conditions

Must unconditionally agree with all the

instructions, terms & conditions specified in

the bidding documents &contract agreement

Signature & company seal on every page of the bidding

document.


BIDDER’S INFORMATION: (To be filled-in by the Bidder)

1. Name of company:

2. Complete Postal Address :

3. Tel No: 4. Email address:

5. Fax No: 6. Mobile No:

7. Authorized Representative’s name & designation:

8. Type of Business:

(1) Sole Proprietorship □ (2) Partnership □

(3) Corporation (Private Ltd.) □ (4) Corporation (Public Ltd.) □

9. National Tax Number & Date of issuance: _

10. BRA Registration No.

11. Bid Validity: (Please specify in No. of Days)

12. Total Completion Time: (In Days / Months, please specify)


DATA-SHEET OF THE ASSIGNMENT / SCHEDULE OF REQUIREMENTS The objective of the below given Data-Sheet / Schedule of Requirements is to provide sufficient information to bidders to understand complete scope of this procurement such that no requirement of the Procuring Agency is left un-mentioned hereunder, so as to enable the bidders to prepare their bids accordingly:

S. No Item Name Item Details / Service requirements

No. of Post

1. To conduct Tests of Candidates for

different Jobs

To conduct written tests of the candidates including setting up of question papers in consultation with the Authority

Deputy Director BPS-18 04

Registration and short-listing of candidates

Assistant Director BPS -17 07

All administrative arrangements such as venue and furniture etc.

Disaster Management System Officer BPS-17

01

Sharing final results of the candidates as per agreement.

Search and Rescue Officer BPS -17 02

Computer Programmer BPS-17 01Web Developer IT BPS-17 01Provincial Emergency Operation Center Officer BPS-17

01

Audit Officer BPS -17 01Assistant Engineer BPS -17 01Control Room In charge BPS-16 02Assistant Relief Officer BPS-16 08Office Assistant BPS-16 03Assistant Accounts Officer BPS-16 01Stenographer BPS-14 03Junior Scale Stenographer BPS -14 04Khatib BPS-14 02Sub Accountant BPS-14 02Assistant Computer Operator BPS-12 10Rescuer BPS-12 06Sub Engineer BPS-11 03Junior Clerk BPS-11 10Security Supervisor BPS-08 01Dispenser BPS-08 04Electrician BPS-08 01Store Keeper BPS-07 04Telephone Operator BPS-07 03Tube Well Operator BPS-07 02Generator Operator BPS-05 02Plumber BPS-01 01Naib Qasid BPS -01 01


TORs (ADDITIONAL REQUIREMENTS).

a. The fee of the bidder shall be charger 50% by the bidder and 50% by the candidate.

b. Name of firm / agency / body with location of its offices and their contact detail.

c. Demonstrate capacity to undertake paper based as well as computer based tests of general / specific assessment across the country.

d. Demonstrate the strong management system of test development, administration and assessment.

e. The Firm / Agency should have recognized legal status.

f. Firm / Agency must attach an affidavit to the effect of good track record and that it has never been black listed by any organization at any stage.

g. Detail of company profile (brochures description of similar assignments, experience in similar condition, availability of appropriate skills amongst staff, etc, scholastic capacity, mechanism for test development, its evaluation and up gradation should also be attached.

h. The successful bidder(s) will arrange test at 10-15 designated stations for filling in the posts within the stipulated period as per agreement which will be signed between the successful bidder and PDMA.

i. The successful bidder(s) will issue separate call letters to the candidates for the physical test, written test and interview 07 days prior to start of the tests / interview through SMS, Courier, E-Mail and up-loading on its official website to ensure maximum participation of candidates in the recruitment process.

j. The timeline of recruitment mutually agreed by the parties must be strictly followed failing which, the bidder will be disqualified for conducting further screening test of recruitments.

k. The successful bidder shall bear all costs associated with receipt of applications and screening process etc including cost of advertisement, physical test, written test, skill test, and test venues and any other cost.

INSTRUCTIONS FOR PREPARING TECHNICAL BIDThese Instructions are being given for strict compliance by the Bidders. Failure to fulfill any instruction given here-under may result in dis-qualification of the Bid/s.Proposals shall be prepared on following lines: -

1. Sealed Envelope containing the Technical Proposal should clearly state:a. “Name of Bidder ” b. “Name of Tender ” c. “TECHNICAL PROPOSAL”

2. The portion of Technical Proposal of this bidding document duly filled, supported with Bidder’s covering Letter and the technical Bid on Bidders Letter Head be attached as the Technical Proposal.

3. Technical Proposal shall be prepared keeping in view the specifications provided in the Data Sheet and the services required.

4. Following information should be attached/contained in the Technical Proposal: -a. Receipt of payment of Bidding Document Fee (If required by the Procuring Agency)b. Documentary evidence of fulfillment of eligibility criteria for Bidders as required by the

Procuring Agency.c. Every page of the Bid must be numbered, signed & stamped by the authorized

representative.5. Attachment of any document not demanded by the Procuring Agency at instruction 4 of “Instruction

for preparation of Technical Bid” is strictly prohibited and may result in disqualification of bid.


Evaluation Criteria: Selection of the successful bidder shall be based on the Least-Cost Selection Method which means, “Eligible Bidder fulfilling the requirement of Procuring Agency as stated in the Data Sheet quoting lowest financial cost.”

The procedure shall be applied on knock-down basis as follows: -

1. Bidders Eligibility Assessment. Initial evaluation of the Technical proposals shall be carried-out by the PROCUREMENT COMMITTEE, as per the requirements of the eligibility criteria laid down under the heading of “Letter of Invitation for Bids – Eligibility Criteria for Bidders” in the following manner:

Bidders Eligibility Factor RequirementBidder 1 Bidder 2 Bidder 3

YES / NO YES / NO YES / NORegistration with FBR Copy of NTN attached?Registration with BRA Copy of BRA Registration attached?Registration with SECP Copy of Registration Certificate?Relevant Experience Relevant completion certificate?

Financial Capacity

Bank Certificate of Company’s Bank Account certifying annual turn-over of PKR.5.0 Million For the past 3

years attached?

Audit Report and Company Profile

Copies of Audit Report (last updated) & company

profileattached?

Agreement with all theterms & conditions

Signature & company seal at everypage of bidding document affixed?

i. Firm must score “YES” in all requirements of the eligibility criteria to be categorized as Eligible. “NO” to any requirement of the eligibility criteria, by any bidder shall render the Firm as Ineligible.

ii. Subsequent upon said assessment, Bidders shall be categorized as:1. Eligible Bidders2. Ineligible Bidders / Non-responsive

2. Return of Financial Proposals from Ineligible Bidders. Proposals from Ineligible Bidders shall be declared “Non-Responsive”, consequently shall NOT be accepted for any further evaluation:

i. Their Financial Proposals shall be returned without being opened.ii. Their Bid security shall be released upon their written request.

3. Package-wise Evaluation. The Bids received from Eligible Bidders shall then be evaluated by the THE PROCUREMENT COMMITTEE (If the required items are not technically complex) for conformance with the required technical qualification (which includes specification, schedule of requirements and all other administrative and legal requirements as stated in the Data-Sheet) on Package-wise basis, in the following manner:


4. Return of Non-Responsive Proposals & preparation of Technical Evaluation Report. Technical Proposals not conforming to the required technical, administrative or legal requirements shall be declared as “Non-Responsive” and consequently shall NOT be accepted for any further evaluation:

i. Their financial proposals shall be returned without being opened.ii. Their Bid security shall be released upon their written request.iii. Technical Evaluation Report shall be prepared duly signed by all the members of the

Procurement Committee, giving REASONS for;1. Acceptance of the Eligible & Responsive Bid/s and;2. Rejection of the Ineligible &/OR Non-Responsive Bid/s

iv. Technical Evaluation concludes at this stage.

Financial Evaluation. Financial Proposals of the Responsive Technical Proposals shall be publicly opened in the date will be conveyed to the eligible bidder later meeting as specified in this document under the heading of “Letter of Invitation for Bid”. Financial Comparative Statement / Evaluation Report of the “Responsive Proposals” shall be prepared by the PROCUREMENT COMMITTEE in the following manner:


FINANCIAL EVALUATION OF BIDS

Scope of Work

ResponsiveBidder 1

ResponsiveBidder 2

ResponsiveBidder 3

Rate / Amount (Per

Candidate/ Application) to

be charged

Rate / Amount (Per

Candidate/Appl ication) to be

charged

Rate / Amount (Per

Candidate/Appli cation) to be

charged

To conduct Tests of

Candidates for different Jobs

v. Subsequently, the prepared Financial Evaluation Report shall duly be signed by all the members of the Procurement Committee.

5. Recommendation of Procurement Committee & Uploading of Evaluation Report. After Technical and Financial Evaluation of the Bids, both the Technical & the Financial Evaluation Reports shall be combined; this Report shall be called the “Evaluation Report”.. The Evaluation Report must clearly state justification for acceptance of lowest evaluated Bid/s, and reason/s for non-acceptance of all other Bids. Consequently, lowest financial Bidder among the “Eligible and Responsive Bidders” shall be recommended for the Award of Contract by the PROCUREMENT COMMITTEE. The Procuring Agency shall upload this Bid Evaluation Report at the website of Balochistan Public Procurement Regulatory Authority under the relevant TSE number, at- least ten days prior to the award of Contract. Copy of the same shall be provided to bidders upon their request.

6. Award of Contract. Contract for providing testing services to the recommended Bidder i.e. the lowest evaluated bidder (“Eligible & Technically Responsive bidder quoting services at lowest financial cost, for “Complete Package” shall be placed after ten days of uploading of the Evaluation Report at B-PPRA Website.


Reference Number _

Dated`

(PROVINCIAL DISASTER MANAGEMENT AUTHORITY BALOCHISTAN)

BIDDING DOCUMENT FOR THE PROCUREMENT OF TESTING SERVICES

(FINANCIAL PROPOSAL)

TSE No.

NAME OF BIDDER: (To be filled-in by the Bidder)

Designation of the Procurement Officer: Faisal Naseem Panezai (Director Admin)

Procuring Agency’s Address: Provincial Disaster Management Authority,Food Grain

Sailos Airport Road Quetta

Procuring Agency’s Phone: 0819241118 Fax No: 0819241126

Procuring Agency’s Website: (If Any) www.pdma.gob.pk


BIDDER’S INFORMATION: (To be filled-in by the Bidder)

1. Name of company:

2. Complete Postal Address:

3. Tel No: 4. Email address:

5. Fax No: 6. Mobile No:

7. Authorized Representative’s name & designation:

8. Type of Business:

(1) Sole Proprietorship □ (2) Partnership □

(3) Corporation (Private Ltd.) □ (4) Corporation (Public Ltd.) □

9. National Tax Number & Date of issuance: _

10. BRA Registration No.

11. Bid Validity: (Please specify in No. of Days)

12. Total Bid Value: (In Pakistani Rupees)


INSTRUCTIONS FOR PREPARING FINANCIAL PROPOSALThese Instructions are being given for strict compliance by the Bidders. Failure to fulfill any instruction given here-under may result in dis-qualification of the Bid/s.

Financial Proposals shall be prepared on following lines: -1. Sealed Envelope containing the Financial Proposal should clearly state:

a. “Name of Bidder ” b. “Name of Tender ” c. “Financial Proposal”

2. The portion of Financial Proposal of this bidding document duly filled, supported with Bidder’s covering Letter be attached as the Financial Proposal of the bidder

3. Following information should be attached/contained in the Financial proposal :-a. Original Bid Securityb. The Financial Bid on the bidders letter head in the following format:

S. No. Scope of Work Rate / Amount (Per Candidate/Application)to be charged (with taxes)

1.

To conduct Tests of Candidates for different Jobs

c. Any other information relevant to the technical aspect of the services deemed necessary by the Bidder to mention.

4. Serial Numbers of items must be quoted as mentioned in the “Bidding Document” (in-case of difference in serial numbers between “Bidding Documents” and “Financial Bid” the bid may qualify for rejection.

5. No technical detail / specification may be mentioned in the financial bid. Offer must be quoted on TCA (Total Cost of Acquisition) basis at the risk & cost of the bidder. This means:

i. ALL costs (including duties, taxes & other Govt. payables) incurred up-to the delivery of the testing services.

6. The fee of the bidder shall be charger 50% by the bidder and 50% by the candidate.7. In-case of any Tax exemptions, exemption certificate from the concerned Tax Office / Regional

Tax Office pertaining particularly to this case may be provided; otherwise taxes shall be deducted as per Government Policy / Rules

8. Every page of the Bid must be numbered, signed & stamped by the authorized representative.


TERMS AND CONDITIONS:

1. 50% of the fee/charges will be borne by this Authority and the remaining 50% will be paid by the candidates directly to the firm/company in the form as mentioned in the advertisement.

2. The successful bidder shall make the arrangements to provide carbon copy of the attempted answer sheet to each candidate at the end of test.

3. The question papers will be prepared in consultation with this Authority.4. Financial bid should accompany bid security equal to 2% of the bid cost (anticipating 400

applications for each post) in the form of bank guarantee /deposit at call in the name of Provincial Disaster Management Authority Balochistan from any schedule bank.

5. The advertisement will be prepared in consultation with successful bidder and published in the newspaper by this Authority.

6. All administrative and operational arrangements to conduct test in transparent and fair manner and sharing final results as per agreement.

Terms of reference and technical specifications1.BPPR : Balochistan Public Procurement Rules – 20142.Balochistan Public Procurement Regulatory Authority Act3.All Terms & Conditions contained in this Bidding Document

Tender price assessment and tax liability1.For tender price assessment see para (h )2.Quoted prices shall be inclusive of all applicable Taxes,

CURRENCY & BID VALIDITY1. Tenders must be quoted in Pakistani Rupees (PKR).2. Validity of the bid would be at-least 60 days from the date of Tender opening.


DECLARATION BY THE BIDDER

I solemnly undertake that:

a. Having read, understood & made myself aware of all the Terms & conditions mentioned in this Bidding Document & the Rules, Regulations & Policies of the Government of Balochistan, governing the procurement & financial matters, AGREE, ACCEPT & UNDETAKE TO ABIDE BY THE SAME.

b. The information provided in this form is correct to the best of my knowledge & in the event of change; details will be provided as soon as possible

Name & Designation

Signature Date

Company stamp.


Checklist for Procuring Agency

The Bidding Documents being used is the latest version downloaded from B-PPRA’s official website.

Eligibility of Bidders table on page 1 is duly filled.

Specifications of items in Data sheet of assignments is in accordance with Rule 13 (1).

Irrelevant fields in Instructions for Bidders are removed/ edited.

Evaluation Criteria is clear and unambiguous.

In case of Quality-Cost based evaluation, the marking is clear and easily understandable for bidders.

One option from p a c k ag e w i se / i t e m w i se evaluation has been selected.

Terms and conditions are as per requirement of Procuring Agency.

One of the options has been selected from partial delivery is allowed/ not allowed (Terms and Conditions section)

Format for Evaluation of Bidders is duly filled and matches the table on page 1.

Format for Technical Evaluation is duly filled and is in line with the specifications / requirements of the items being procured.

Schedule of bidding process matches the schedule given in the NIT in newspapers.

Complete address and contact details of the procuring agency are provided at the end of the bidding documents.